LPSC Club Policies
Membership
·
All members must complete and sign a current
LPSC membership application and pay membership dues to join or renew annual
membership with the LPSC.
·
To join the LPSC, one must be at least 21 years
old and a resident of the Chicago metropolitan area. Members from outside the
Chicago metropolitan area may join if they meet one of the following criteria:
o Renewing
a LPSC membership after moving out of the Chicago area
o Being
sponsored by a current LPSC member
·
The LPSC reserves the right to refuse or cancel
membership at any time and refund dues on a prorated basis.
·
The LPSC collects information on members for
internal club use only. This member
information is not to be used for any private or commercial purpose. Club members may select to have their
information withheld from the annual LPSC directory mailing.
Social Events
· All social events must be presented to the Board of Directors. The Board reserves the right to cancel or prevent any social event, as it deems necessary.
· LPSC social events are for club members, prospective members, and their guests. The LPSC reserves the right to limit social events to the current membership.
· Sign up and payment are required to hold a space for a social event.
· If a member cancels within seven days of a social event, refunds will be issued only if a replacement is found. Any penalties or losses incurred by the LPSC, up to the full per member cost of the event, will be charged to the canceling member. “No shows” on the day of a social event are responsible for the full per member cost of the event.
· No party will be funded for a club sponsored event or activity, that was not originally included in the approved budget for that event or activity.
· LPSC Golf League members will not receive refunds for missed rounds, but may make arrangements with other LPSC members to replace them for any round. Any such arrangements are between those two members. Absent such arrangements, LPSC may procure either member or non-member replacements. Proceeds received from the resale of no-shows rounds will be deposited in the LPSC treasury, or used for an end-of-golf-season party for LPSC Golf League members. LPSC members who are not in LPSC Golf League may take the place of “no-shows,” if any, either by directly making arrangements with the “no-show,” or by paying a greens fee to LPSC before teeing off.
Newsletter
· Members are encouraged to submit upcoming events, parties and benefits that may be of interest to club members. Announcements are printed based on space availability. The editor reserves the right to exclude events that conflict with LPSC events or do not reflect the interests of the general membership. Announcements may be submitted to: newsletter@lincolnparkskiclub.org.
Payments to
LPSC
· The preferred method of payment for LPSC membership, trips and social events is by check. Checks allow the club to track payments and ensure that members/participants receive proper credit for the payment. Cash is accepted for “pay at the door” social events. The LPSC does not accept credit cards or electronic payment methods.
· The
LPSC reserves the right to assess a $10 fee for non-sufficient funds (NSF)
checks returned to the club
Trips
·
Selection
The final selection and decision
to sponsor any ski trip, along with the associated budgeted costs to the Club
and fees charged to members is subject to a majority vote of the entire Board
of Directors.
·
Sign-ups
and Collecting Money
o LPSC trip sign-ups are on a first-come, first-served basis for current LPSC members.
o All trip participants on each trip must be LPSC members. Verification of membership should be performed (contact Membership Director).
o Members should contact the trip leader(s), or the Trips Director/Assistant Trips Director if no trips leader is posted, to sign up for a trip.
o A trip participant is considered officially signed up for a trip upon receipt of a deposit and a completed Trip Sign-up form; however, Board members are allowed to sign up for a trip without a deposit. Board member’s trip payments are due on the final payment date.
o Trip deposits and membership payments should be forwarded to the club Treasurer as soon as possible. All trip leaders need to track signups, payments and cancellations.
o Late trip payments can be grounds for removal from a trip and possible loss of the trip deposit if the trip departs without final payment. All late payment issues should be coordinated with the Trips Director or President of LPSC.
o Non-sufficient funds (NSF) check for a trip payment - the trip leader has the discretion to remove the member from the trip if a replacement payment is not provided within 7 calendar days. If an NSF check is received for a trip payment within 21 days of trip departure, guaranteed funds (e.g., cashier’s check) will be required for payment.
o
Trip Waiting List - Only LPSC members may sign
up on a waiting list. Once a trip is
full, members can sign up on a waiting list by giving the trip leader a deposit
check (or a check for the full amount on or after the final payment due date)
and a completed Trip Sign-up Form. The
check will not be deposited until there is a cancellation, the trip leader will
notify the member on the waiting list of the opening and the member must confirm
that he/she still wants to participate on the trip. Once the check has been deposited, the member
is subject to any and all cancellation fees.
Checks given to the trip leader for waiting lists before the Early Bird
cutoff date qualify the member for the Early Bird rate.
·
Trip
Deviations
o The LPSC Trip Deviations policy can be found on each Trip Sign-up Form. LPSC trips are purchased and sold as packages to obtain the best value for our membership. As such, land-only packages, use of frequent flyer miles for flights and single supplements (unless specifically offered on the Trip Sign-up Form) are not available and trips must be purchased “as is”.
o The club does not endorse trip deviations. Trip leaders should not make special travel or cost arrangements for individuals on the trip without the approval from either the Trips Director or the President. The Trips Director or President must approve any emergency exceptions to this policy.
o The ski club reserves the right to change the capacity of a trip at any time. Trip size reductions or trip cancellation will be initiated to limit LPSC and member losses on partially filled trips.
· Trip Cancellations
o The LPSC trip cancellation policy can be found on each Trip Sign-up form. The minimum cancellation fee on any ski trip is $100. Any penalties or losses incurred by the LPSC, up to and including the full trip price, will be charged to the canceling member.
o All empty trip spots will be filled first before a canceling individual’s spot is replaced. The LPSC will make every effort to minimize losses for both the club and canceling member. The club reserves the right to cancel a member from a trip due to late payments or a failure to provide both a completed LPSC membership form and/or Trip Sign-up Form.
·
Trip
Expenses
o Money should be spent on items in the budget. Expense reports are the responsibility of the trip leaders.
o Reimbursement - All expenses charged back to a trip should be tracked and reported to the club for reimbursement. A list of all expenses must be submitted to the Trips Director and Treasurer for review and reimbursement. Unexpected major expenses that occur during a trip should be coordinated with either the Trips Director or President of the ski club. Only expenses submitted with receipts will be reimbursed.
o Add-on expenses - Some trips have add-on expenses built into them (i.e., meal, condo party, etc). These items may not be in the contract but it is the Trip Leader’s responsibility to be aware of these expenses and their limits. All expenses charged back to a trip should be tracked and reported to the club for reimbursement. Only expenses submitted with receipts will be reimbursed. . Note: The standard bus driver tip is $50 each way and are paid in cash upon departing. .
Financial
Controls
·
Disbursement
Approval Policy
o The disbursement of any Club funds requires a receipt, except for those cases where a receipt is not normally available, and must be reasonable.
§ Approval guidelines by disbursement type are as follows:
§ Operating Expenses included in the budget are considered approved once the Board approves the budget.
§ Ski Trip Expenses must be approved by the Board via the Trip Pricing Approval Process.
§ Social Events subsidized in whole or in part by the Club must be approved by the Board.
§ Social Events not to be subsidized by the Club (i.e. cash collections cover all related disbursements with no exposure of loss to the Club) do not require disbursement approval, but the Board must be informed of the event.
§ Other expenses not covered above which are greater than $500, must be approved by the Board.
o Approvals will occur at Board meetings and documented in the minutes, but can occur via email where time is of the essence.
Bylaws
